BRITISH EMBASSY: Head of Estates

BRITISH EMBASSY (KINSHASA)

VACANCY NOTICE NO – 03/15 KSH

POSITION                    : Head of Estates

SECTION                     : BE KINSHASA

GRADE                                    : B3

POSITION TYPE          : PERMANENT

SALARY                       : $27,733

Main purpose of job:

The overall purpose of the post is to provide sound, effective leadership and management of the Estates Team (13 people) and provision of timely and effective support to the Corporate Services Team within the British Embassy Kinshasa.

Roles and responsibilities / what will the jobholder be expected to achieve?:

Staff Accommodation

  • Ensure that suitable residential accommodation is provided for new UK-based staff within 2 weeks of their joining post, if taking on previously vacated property and no interim work required from previous tenant; or  for new lettings, immediately upon arrival as long as 6 months’ notice provided by parent department.
  • Member of the Housing Committee
  • Lead on liaison with landlords and landladies on new leases and any existing lease issues.
  • Oversight of the management of the residential housing float, furnishing and fittings.

Health, Safety, and Maintenance

  • Oversight on Health & Safety and security matters affecting the Estate.

Ensure Health & Safety and Maintenance work is completed in line with the following performance indicators:

  • Priority 1 Immediate H&S reactive maintenance requests: attended within 4 hours and made safe within 24 hours.
  • Non Priority 1 requests which prevent or severely restrict use of office/residential accommodation: interim solution within 24 hours; permanent solution within 7 days.
  • All other requests for works: customer to be contacted within 5 days and a joint completion date agreed.
  • All Health and Safety BHRA surveys /checks carried out in line with agreed FCO Assessment programme, and the completion of all remedial works to be jointly agreed based on Priority / funding availability.

Financial and Asset Management

  • Liaising with major suppliers to ensure quality of services provided and value for money.
  • Procurement & authorisation of payments in accordance with FCO procedures.
  • Review payments on PRISM when required.
  • Management of the office and residential estate inventories and principal responsibility for the asset register; commissioning of at least annual checks of assets.
  • Day to day management of the warehouse including inventory and security of its assets (except IT).
  • Issuing and managing of contracts where appropriate.
  • Monthly update of the Rent Tracker and ensure that payments are made on time.
  • Constant liaison with the Corporate Services Manager on all contracts issues and where appropriate issue contracts within agreed delegated approval limits.

Cross-cutting

  • Contribution to Estates policy development.
  • Storing of documents on iRecords where required.

Resources managed (staff and expenditure):

4 x staff directly line managed

13 x staff in total.

Key competences required for the job: 

Competence 1:     Leading and Communicating

Competence 2:    Delivering a Quality Service

Competence 3:     Seeing the Big Picture

Competence 4:     Changing and Improving

Language requirements:

Language: English and French

Level of language required: Operational English and fluent French

Other skills / experience / qualifications:

  • Essential on arrival: Good IT skills, specifically the Microsoft Office suite of programmes.
  • Desirable: Knowledge of PRISM and iRecords.

NOTE:

  • All applicants must be legally able to work in DRC with the correct visa/status or work permit.
  • The British Embassy in Kinshasa is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.
  • Staff members recruited locally by the British Embassy in Kinshasa are subject to Terms and Conditions of Service according to local DRC employment law.
  • Spouses/registered partners of UK Based Staff, are able to work within the British Embassy but their salary will be abated at the appropriate tax rates.
  • Reference checking and security clearances will be conducted.
  • If you have not heard from us 3 weeks after the closing date, please consider your application unsuccessful.  Note: Any questions you may have about this position will only be answered during interview, should you be invited.

To Apply

All applicants should submit a short (1 page maximum) covering letter stating why they are a suitable candidate for the position along with a copy of their CV in English, by email to: [email protected] Only electronic applications will be accepted.

Internal applicants should also submit the above, with a copy of their most recent 24 months of appraisal evidence (i.e. two full appraisals, or however many abridged appraisals, minutes etc to make up two years’ worth of evidence) to the same email address.

The closing date is 22 March 2015 and no further applications will be accepted after this date.

All candidates: Please quote in the subject line, of your email, the Vacancy Notice No: 03/15 KSH, and position you are applying for.

Internal candidates, and spouses of diplomatic officers: Please quote in the subject line, of your email, the Vacancy Notice No: 03/15 KSH, and position you are applying for, and also indicate that you are an internal candidate, or spouse of a diplomatic officer.